SFFILM

The Bay Area's home for the world's finest films and filmmakers.

Uncategorized > Special Events Assistant Manager

Special Events Assistant Manager

Overview

Reporting to the Special Events Manager and with the support of the Festival Events team and the Operations Department, the Special Events Assistant Manager supports the producing, project management, and execution of all Festival and pre-Festival parties, receptions, and other special events, as well as all Festival Live & Onstage events. This includes the Opening Night party, 4-7 small receptions and cultivation events, the Golden Gate Awards, Press Conference and Members Night, as well as the Volunteer Appreciation Party and Bay Area Filmmakers Reception and Essential SF. The Special Events Assistant Manager also supports the production and execution of the Live & Onstage and enhanced programs during the Festival. Key cross-departmental work includes supporting talent liaising, creating and communicating run of show needs including showflows for each program, and assisting with sponsorship procurements and fulfillments.

This position is expected to provide on-site support for the 10-day, in-person SFFILM Festival in venues across the San Francisco Bay Area, as well as several launch events, and to work in accordance with in-office requirements as determined by organization-wide and department policies.

This is a full-time temporary role from March 7 – May 6, paid at a rate of $21 per hour. This role will have some overtime expected pre-festival, with a higher volume of overtime hours in the immediate lead up to and duration of the SFFILM Festival (April 21-May 1).

Covid-19 Safety: Seasonal staff at the 2022 SFFILM Festival may be required to engage in public-facing roles and thus are required to provide proof of vaccination for employment. 

Remote Work Accommodation: Seasonal staff are expected to be based in the Bay Area, however if your contract begins before March 1, 2022, SFFILM may be able to accommodate fully remote work prior to that date. Remote work policies are subject to change based on city and state recommendations around COVID-19 safety.

Responsibilities

  • Responsible for supporting the production and project management of all Festival parties and receptions within budget
  • Responsible for supporting the production and project management of all Festival Live & Onstage and enhanced events, including the creation of run of shows and the integration of talent, constituent, and audience priorities for each event
  • Work interdepartmentally to balance the needs of various constituencies at events, including sponsors, filmmakers, guests, and Board
  • Support the management of the Special Events Coordinator
  • Work closely with the Tech and Media Manager to support technical aspects of onstage event production and special event execution
  • Work with the Production Manager on planning and executing load-ins and load-outs for Special Event and Live & Onstage venues
  • Work closely with the Theater Operations team to ensure clear communication of show timing and integration of audience and accessibility considerations 
  • Support the triage necessary to transition live events to a virtual format, whenever required
  • Assist in the execution of hospitality needs for in-theater talent and special event VIPs
  • Support additional showflow, talent management, and potential security considerations for press lines and red carpets
  • Assist with brainstorming and booking of the venues, entertainment, catering, bar service and activities, including surrounding logistics – i.e. securing permits, executing contracts, and issuing COIs
  • Support the updating of Festival special events budget, tracking and submitting all payments and expenses
  • Coordinate with the Development Department on all food & beverage in-kind donations and execution of sponsor activations
  • Support the process of rentals, purchases, or requests of necessary furniture, equipment, and décor, and the respective vendor relationships
  • Work with the Development and Communications department to support invitation process for events, including making passes at copy, oversight of capacity, and pulling RSVP lists
  • Staff volunteers for events and provide day-of management.
  • Work with the Special Events Manager to coordinate with venues and SFFILM Staff as needed to oversee the preparation of venues and to manage event flow and run of show
  • Create a written wrap-report and summary of all necessary timeline info

Qualifications

  • Experience managing or assisting in the crafting of events of varying size, budget, and scope
  • Experience producing live events and familiarity with the pressures and challenges of onstage production with high-touch constituents
  • Experience liaising with high-touch constituents and balancing competing, and often urgent, needs
  • Experience managing event and production staff and working with venue management
  • Experience with food and beverage logistics and acquisition, managing sponsor and partner relationships
  • Possess great energy and efficiency and a cooperative spirit.
  • Be friendly, welcoming and comfortable interacting with people with vastly different backgrounds and roles
  • Must be proactive, communicative, and able to work independently, yet as part of a team and with a limited budget
  • Ability to handle multiple tasks simultaneously, to prioritize effectively, and to respond to last-minute requests
  • Comfortable with the heavy lifting and labor inherent in loading in and out festival sites
  • Comfort in Google Suites. FileMaker, Eventbrite and Basecamp a plus
  • Familiarity with Bay Area event venues, artists, and performers a plus.

SFFILM is proud to be part of a wider film festival circuit and shares many seasonal staff with other festivals. We have been paying close attention to conversations and feedback from film festival staff directly and via social media. We have created policies and practices that address these concerns including increasing hourly rates and providing overtime, abiding by a Code of Conduct since 2018, and creating more flexible remote work policies to prioritize staff health and safety during COVID-19.

SFFILM is deeply committed to Diversity, Equity, Accessibility, and Inclusion (DEAI) in both its internal management and external programming. Since 2018, the organization has actively been working in collaboration with two Advisory Boards focused on accessibility and inclusivity and officially began work with a DEI consultant in 2019 to further invest in and build on that work. Candidates are invited to discuss their interest and involvement in DEAI practices in their cover letter, and ask us more about our DEAI process in their interview.

SFFILM, in accordance with federal and state law, is an equal-opportunity employer. SFFILM does not discriminate on the basis of race, color, national origin, religion, sexual orientation, gender identity, pregnancy/childbirth, medical condition, disability, age, ancestry, marital status, citizenship or veteran status. This nondiscrimination policy covers all candidates, staff members, interns, and volunteers.

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